Send Xero Invoices in WhatsApp and Chat
Yes. AeroChat works directly with Xero. When a customer needs an invoice, AeroChat finds the approved invoice in Xero and sends its online invoice link in the chat, or has Xero email a copy to the contact.
This recipe sends an invoice the moment the customer asks for it, in the chat they are using, without anyone downloading and attaching files. Part of connecting Xero to WhatsApp and AI chat.
What happens today
Your team approves an invoice in Xero and Xero emails it. The buyer works on WhatsApp, not email, so they message to say they never got it. Someone finds the invoice, downloads it and sends it in the chat. When the buyer’s accounts team wants it at a different email address, it starts again.
The flow that works
- The customer asks for an invoice, or for the invoice for an order they just received.
- AeroChat matches them to their contact in Xero and finds the invoice by number or by its reference.
- It checks the invoice is approved. Drafts are never sent.
- It sends the online invoice link from Xero in the chat, with the number, total and due date.
- If they want it by email as well, it asks Xero to email a copy to the contact’s email address on file.
What it looks like on WhatsApp
Customer: Hi, can you send the invoice for this week’s delivery? (example)
AeroChat: Here is invoice INV-1088 for S$2,316.00, due on 12 December. You can view and download it here: in.xero.com/… (example)
Customer: Can you email it to our accounts too?
AeroChat: Done. Xero has emailed a copy to accounts@ (example), the address on your account.
In Xero: the invoice is emailed to the contact. Nothing else changes.
The recipe
Copy this into AeroChat
When a customer asks for an invoice, follow these steps.
- Match them to their contact in Xero by company name, email or phone number. If you are not sure it is them, ask for an order or invoice number to confirm.
- Find the invoice by its invoice number, or by the order reference for that contact. If they mean their latest delivery, use their most recent invoice and say which one it is.
- Only send invoices that are approved. If the invoice is still a draft, tell them our accounts team is finalizing it and hand the conversation over.
- Get the online invoice link from Xero and send it in the chat with the invoice number, total and due date.
- If they want it by email, ask Xero to email the invoice to the contact. If they want it at a different address, hand the conversation to our accounts team to update the contact first.
Never create, approve or change an invoice. Never send an invoice to someone who does not match the contact. Reply in the customer’s language.
Make sure each contact in Xero has the right email address before you switch on the email step.
What to connect
- Xero. Approve access through Xero’s sign-in screen when AeroChat asks. There is no API key to copy. You can remove the connection at any time from the connected apps list in Xero.
- Your contacts in Xero. Keep phone numbers and emails up to date, so AeroChat can match the person in the chat to the right contact.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Xero, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Xero’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- How AeroChat confirms who the customer is.
- Whether the email step is on.
- Who approves invoices in Xero. AeroChat only sends invoices your team has approved.
The result to expect
Customers get the invoice in the chat they already use, and your team stops downloading and attaching invoices by hand.
Measure it with your own numbers: invoice requests handled by hand per month, before and after.
Next: answer payment status questions from Xero, or send copies of older invoices.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, Telegram, the chat on your website and email, with the same Xero connection behind it. See every channel on the Xero integration page.
Related guides
- Automate Payment Links in Chat
- Payment link
- WhatsApp payment reminder templates
- WhatsApp Payment Links That Confirm the Order When Paid
Send Xero invoices in chat
Paste the recipe, approve Xero access, and ask your own number for the invoice you approved today.
Start your 7-day free trial. No credit card needed.
Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Xero for you, free. See plans.
On Shopify? Install AeroChat from the Shopify App Store.